This publication is designed to serve as a guide book on HRpolicies of the Company. However, for clarifications and furtherinformation, reference should be made to the original policycirculars on the relevant subject.
First Edition March 2009
HRP O L I C Y G U I D E
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H I N D U S T A N C O P P E R L I M I T E D
F O R E W O R D
Human Resource Management policies and systems arecrucial to the success of any organization. It is necessaryto make continuous efforts to find convergence or synergybetween organization’s need to remain successful andemployees’ expectations. This presents a dynamicsituation in the ever changing business environment.HR department needs to be imaginative and innovativeto address all the relevant issues.
In this context it is also necessary to keep each andevery employee well informed about the HR policies andpractices of the organization to avoid misinformation andmisunderstanding and bring about greater transparency.I am happy that the Corporate HR department has madecommendable efforts to compile this HR policy guide bookin Hindi & English for circulation among the employees.
(Satish C Gupta)Chairman cum Managing Director
P R E F A C E
Every game has its rules. Every family has its customsand culture to abide by. Similarly, every organization toohas its policies and guidelines, which its members mustfollow. HR policies are a part of an organization’s systemof rules which aims to regulate the service conditions ofits employees, in an equitable and transparent manner.Like everything else, the HR policies and practices dobecome outdated and sometimes counter productive to theorganization. In this era of competition, the organizationswhich change their policies according to the needs of thehour have better chances of survival and success.
Our Company which is now more than forty years old, isfacing challenges of change. Over last three years therehave been several progressive changes in HR policiesthrough constructive collaboration of our Unions andAssociations. And much more may be needed in thesedirections in due course of time.
Here is an attempt to present in a consolidated andsimplified manner, the HR policies of the Company as theyexist today. It is possible that some of the policies stated inthe handbook might be under temporary restrictions orsuspension because of various constraints.
It is also to be noted that this handbook contains only broadand general information and does not replace or substitutethe basic detailed policy documents and administrativedecisions on the areas and subjects covered in thishandbook. For details and specifics, employees should referto original policies and rules.
I sincerely hope this handbook to serve the purpose forwhich it has been designed. No doubt, feedback on thispublication will help to improve its future editions.
(D Satapathy)Director (Personnel)
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COPPER
Copper has played a significant part in the history of mankind.Civilizations in places like Iraq, China, Egypt, Greece and theSumerian cities all have early evidence of using copper.
Use of copper in India had started long time back, during theperiod of Mohenjo-Daro and Harappa civilization. Evidences ofancient Copper Mining and Smelting have been noticed in placeslocated in Rajasthan and Andhra Pradesh. It has been also tracedin the Western Himalayan region in Kulu and Garhwal. Popularalloys of copper are bronze and brass, which have been knownto mankind since ancient times.
The usage of copper increased substantially with the industrialrevolution in 18th century. Copper and its alloys are widely beingused today in electrical and electronics industry, construction,transportation etc. Its properties of high electrical and thermalconductivity, resistance to corrosion, ductility and malleability,lack of magnetism, makes it a versatile metal.
Copper deposit exists as sulphide, carbonates or silicates.Sulphide ores account for approximately 40–50% of the worldcopper reserves. The reserves of copper in the world are estimatedat 525 million tonnes in terms of metal content.
Copper is an essential inorganic nutrient that is required by bothplants and animals in order to live. Copper is also considered asemiprecious metal. Copper ranks third in world metalconsumption after steel and aluminium.
India has total capacity of 9,97,000 tonnes of refined copperproduction per annum. Four major producers dominate theindustry : Hindustan Copper Limited (HCL), in the Public Sector,and Hindalco Industries (Birla Copper), Sterlite Industries (India)Ltd. and Jhagadia Copper Limited (JCL) in the private sector.
As of now, there is a high level of deficit in the mining capacityin India and surplus in the refining capacity. Domestic productionof concentrate accounts for only 4% of the total requirement.However, India is self sufficient in refined copper productionand has emerged as net exporter of refined copper.
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CONTENTS
1. Your Company..………………………………………......................22. Plant locations………….………………………………......................53. Shift Timings……………………………………..................................94. Conduct & Discipline…………………………………...................105. Pay Scales and Dearness Allowance..........................................176. Holidays and Leave ……………………………...........................187. Leave Encashment..............................................................................248. Travelling Allowance…………………………………...................259. Reimbursement of Conveyance expenses…..............................34
10. Leave Travel Concession………………………………................3611. Festival Advance................................................................................4212. Promotion of Small Family Norms……………………...........4213. Scholarship for Employees’ Children……………...................4314. Medical attendance rules……………….......................................4515. Payment of Gratuity…………………………………...................4516. Provident Fund………………………………….............................4617. Other Social Security Schemes………………………………....4818. Other Benefits……………………………………….........................5019. Incentive Scheme………………………………………...................5720. Executive Performance Appraisal System……......................5821. Annual assessment of Non-Executives………………................6022. Executive Promotion………………………...................................6023. Promotion Policy for Non-Executives……………….................6324. Service Linked Promotion Scheme/Service Linked
Advancement Scheme........................................................................6425. Inter-Unit Awards Scheme................................................................6526. Quality Circles.......................................................................................6627. Workmen’s Grievance Procedure…………………....................6628. “Srijan”– Employees’ Suggestion Scheme……………..............6829. Seeking outside Employment and Permission for undertaking
foreign visit......…………………………............................................7030. Retirement ………………………………………….........................7131. Acknowledgement.......................................................................... 73
YOUR COMPANY
Hindustan Copper Limited (HCL) is a Government of IndiaEnterprise incorporated on 9th November, 1967 to take over theplants and mines from National Mineral DevelopmentCorporation Limited at Khetri and Kolihan in Rajasthan andRakha Copper Project in Jharkhand. It is the country’s onlyintegrated producer of refined copper, with its four operatingunits at :
• Khetri Copper Complex (KCC) at Khetrinagar, Rajasthan
• Indian Copper Complex (ICC) at Ghatsila, Jharkhand
• Malanjkhand Copper Project (MCP) at Malanjkhand,Madhya Pradesh
• Taloja Copper Project (TCP) at Taloja, Maharashtra
Corporate/Registered Office of the company is situated at Kolkataand branch Offices at Delhi, Mumbai (Taloja) and Bengaluru.The Company is accredited with ISO 9002 certification for itsCopper Cathode and Copper CC Wire rods. The company enjoysthe status of a ‘Mini-Ratna’ among PSUs.
Major activities of the company include mining, ore beneficiation,smelting, refining and casting of refined metal into downstreamproducts. Company presently markets copper cathodes,continuous cast copper wire rods and by-products such as anodeslime (containing gold, silver, etc.), copper sulphate and sulphuricacid. More than 90% of the sales revenue is from cathode andcontinuous cast copper wire rods.
In March 1972, Indian Copper Corporation Limited, a PrivateSector Company, located at Ghatsila, Jharkhand with Smelter,Refinery and Copper Mines were nationalized and made part ofHCL.
The Company developed Malanjkhand Copper Project in MadhyaPradesh, which is now the largest hard rock open pit mine in thecountry. This project was dedicated to the nation on 12thNovember 1982.
Further in 1989 a Continuous Cast Wire Rod plant of 60,000 tpa
based on South Wire Technology was commissioned at Taloja inMaharashtra.
In course of time, your company has developed expertise andknowhow in exploration, mining, beneficiation, smelting andrefining of copper and recovery of by-products such as Gold,Silver, Copper Sulphate, Selenium, and Tellurium etc.
The Management
Your Company is a Central Public Sector Enterprise under theadministrative control of Ministry of Mines, Government of India.
The Company was incorporated under the provisions of theCompanies Act, 1956 and abides by the SEBI guidelines,directives/instructions issued by the Government and theprovisions contained in the Memorandum & Articles ofAssociation of the Company. The Company is being run andmanaged by a highly qualified Board of Directors, appointed bythe Government. At present the Company is headed by theChairman-cum-Managing Director and four full-time functionalDirectors, namely for Operations, Finance, Personnel and Mining.There are two non-executive Directors, representing Ministry ofMines, nominated on the Board. Apart from them, there areindependent directors, appointed by the Government.
The Board issues guidelines and formulate policies for smoothfunctioning of the business. All the powers are vested with andexercised by the Board excepting those which are specifically tobe exercised by the share holders of the Company in GeneralBody meetings.
Core values and Objectives
As a responsible corporate citizen, the Company is committed tosound corporate practices based on conscience, openness,fairness, professionalism and accountability in building allstakeholders’ confidence, paving the way for long term success.
The Company follows Corporate Governance philosophy to ensuretransparency through disclosures and reporting that conforms fullywith the laws and regulations of the country in order to promoteethical conduct and practices throughout the organization.
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Your Company is also aware of its social responsibility. Sinceinception, it has made direct and indirect contribution for theupliftment of socio-economic conditions of the people of the areaswhere it had established its mines and production units.
HCL is fully committed to the concept of operating in an eco-friendly atmosphere. In addition to the environmental protectionmeasures that were in-built with the original project, a numberof additional steps have been taken to conform to all the regulatorystandards prescribed by pollution control authorities.
Human Resources
Your company perceives human resources as its most importantasset in business. The company nurtures and promotes acongenial work and social environment to earn employees’ trustand commitment towards the goals and objectives of theorganization and encourage good performances.
In HCL, the employee participation is a widely practised concept.There are a number of Union-Management joint forums to discussproduction, productivity, safety, wages and welfare issues.
The manpower strength of your company as on 31st March 2009is 5440 (Executives 871 and Non-Executives 4569). A great dealof emphasis is now placed on training and retraining of personnel.Efficiency and innovations are encouraged and rewarded.
PLANT LOCATIONS
Khetri Copper Complex at Khetrinagar, Rajasthan
Khetri Nagar may be said to be the ‘heart’ of Jhunjhunu, a north-eastern district in Shekhawati region of exotic Rajasthan.
Khetri is actually two towns — “Khetri Town” was founded byRaja Khet Singhji Nirwan. “Khetri Nagar”, which is about 10 kmaway from Khetri, is developed and maintained by HindustanCopper Limited.
The nearest railway station is Chirawa at a distance of 30 kms.Khetri is at a distance of 190 km from Delhi and 180 km fromJaipur. Frequent bus services are available from Jaipur and Delhi.
Khetri is situated at the foothills of the Aravalli range, whichhosts copper mineralization, giving rise to a 76km longmetallogenetic province from Singhana to Raghunathgarh,popularly known as Khetri Copper belt. Development of KhetriMine was started by National Mineral Development Corporationand the project was handed over to HCL in 1967. Subsequently,smelting and refining facilities were added.
HCL’s operation at Khetri comprises of two underground mines,namely ‘Khetri’ and ‘Kolihan’, together with a concentrator plant,a metallurgical complex and a refinery to produce 31,000 tpa ofrefined copper in the form of cathodes.
Once just a vast stretch of arid land, Khetri Nagar has grown intoa full fledged industrial township with all the modern amenitieslike residential quarters, hospitals, schools, guest houses, clubs,community centres, parks, play grounds, market complexes, etc.
King of Khetri Raja Ajitsinghji Sekhawat was a great patron ofSwami Vivekananda. He had sponsored Swamiji to reach Chicagofor the historic World Conferetrence of Religions in September, 1893.
Though not exactly a fort city as other places of Rajasthan, Khetrihas an unexplored reserve of small temples. Bhopalgarh Fort onMt. Bhopalgarh, Bagor Fort, Sukh Mahal and Ajit Sagar, situatednearby, are worth visiting.
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The climate is generally dry. However, during summertemperature soars up considerably. November-December can beas cold as 4° Celsius. Annual rainfall is very low, of the scale of450 to 600 mm.
Indian Copper Complex (ICC) at Ghatsila, Jharkhand
Indian Copper Corporation Ltd was established as a BritishCompany in 1927 at Ghatsila consisting of a cluster ofunderground Copper Mines, Concentrator plant, Smelter andRefinery. In 1972, the Government of India nationalized thecompany and merged the same with HCL through a notificationissued on 25.09.1972.
Ghatsila is in East Singbhum District of Jharkhand. The State isblessed with huge natural resources such as minerals, forests,water resources, fertile land, etc. About 40 percent of the totalminerals of the country are available in this state. Apart fromCopper Ore, vast variety of minerals ranging from Iron ore, Coal,Mica, Bauxite, Fire clay, Graphite, Kyanite, Sillimanite, Limestone, Uranium and other minerals are found all over the region.
Jharkhand is mostly populated by various Scheduled Tribes andScheduled Castes, such as Santhal, Munda, Oraon, Ho, Birhor,Kharia, Bhumij, Dusad, Lohar, Gond, Kuiri, Muchi, Kudmi(Mahato) and Mahali.
The mythological river, Subarnarekha, flows by the side of theGhatsila town. It is said that during the exile of the Pandavas, theyhad stayed for some time in the Panch Pandava Tilla of the region.
Main vegetation comprises moist deciduous and dry deciduousforests. Sal and bamboo constitutes its major components. Commonwildlife species of the region are Wolves, Hares, Chital, Nilgai,Monkey, Common Langur, Elephants, Gaur, Leopard and Sambar.
Ghatsila is situated at about 215 km from Kolkata on the Howrah-Mumbai rail route, and by the side of NH 33. Jamshedpur is only36 Km away. Ghatsila at one time, was a major mining hub;however, with the closure of some mines, the operation wasrestricted to smelting and Copper refining only. HCL has reopenedone of the closed mines and is in the process of re-opening othermines and acquiring new deposits for development.
The Moubhandar township of HCL has residential quarters toaccommodate its employees and staff, a well-equipped hospital,a community centre for recreation and sports, a golf club,swimming pool and other facilities for comfortable living. ThePlant comprises a smelter and a refinery with capacity of 20,500tpa of blister copper.
The hilly landscape with its thick forest cover makes the placeattractive to nature lovers. December and January are the coolestmonths here. By March temperature begins to rise steadily. InMay and early part of June the maximum temperature can be ashigh as 47°C on individual days. Humidity is generally normalin this district, except in monsoon months.
Malanjkhand Copper Project (MCP) at Malanjkhand,Madhya Pradesh
At Malanjkhand in Balaghat district of Madhya Pradesh, HCLhas a very large open cast Copper Mine. The operations arecarried out at 2 million tonnes per annum. It is located 20 kmaway from the Kanha National Park. The Wainganga Riverseparates the district from Seoni while the rivers Bawanthadiand Bagh define the inter-state boundary between Chhattisgarhand MP. The river Banjar is the closest one to MCP.
The District is very rich in forest wealth. About 52% of the areais covered with forest. Teak, Sal, Bamboo and Saja are the maintrees. Years ago the district was known as “Hunters Paradise”.District is still proud of its varied wild life consisting of Tigers,Leopard, Bear, Neel-Gai, Deer & Bison and birds like Peacock,Red Bulbul and Koyal.
As per the 2001 Census, the total population of the district is14,97,968 out of which 12,36,083 is rural population and 1,29,787is urban. Out of the total population, 1,13,105 are ScheduledCastes and 2,98,665 are Scheduled Tribes.
Balaghat district occupies a pride place on the mineral map ofIndia. Copper deposit at Malanjkhand is regarded as the largestin the country. Apart from that, about 80% of the Manganeseproduction of the country comes from Balaghat. Bauxite, Kyaniteand Lime-stone are the other main minerals of the district.
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Malanjkhand has the single largest Copper deposit in India andaccounts for around 70% of HCL’s total copper-in-concentrateproduction. Established in 1982, the unit comprises of an openpit mine with a capacity of 2 million tpa of ore with a matchingconcentrator plant. The copper concentrate produced atMalanjkhand is sent to Ghatsila and Khetri for further processinginto refined copper.
Company’s township here houses about 1000 employees and theirfamilies, with all modern facilities like, hospitals, schools, banks,shopping complex, guest house, clubs, parks, places of worship,etc. Though away from major cities, Malanjkhand presents a vibrantlife with sports, festivals and many socio-cultural activities.
Malanjkhand is well connected by bus with important places.Raipur is at a distance of 200 km, while Nagpur is 300 km fromMalanjkhand. Gondia Railway Station, 135 km away, is thenearest station to go to MCP. The nearest Airport is at Raipur.
Because of its hilly location, day and night temperatures varyslightly. It may come down to 6 degrees Celsius during winter,while during summer it fluctuates from 36 to 42 degrees Celsius.The average rainfall is about 1200 mm.
Taloja Copper Project (TCP) at Taloja, Maharashtra
The Taloja Copper Project was set up in December 1989 based ontechnology sourced from Southwire, USA. The plant producesContinuous Cast Copper Rods (CCCR) and has a capacity ofproducing 60,000 tpa. The input, i.e. cathodes is mostly sourcedfrom the Company’s own units at Khetri and Ghatsila. The unitalso undertakes tolling of Cathodes.
Taloja in Navi Mumbai, falls under Raigarh district of Maharashtra.
Only 43 km. drive from Mumbai Airport, Taloja enjoys almost allthe facilities of a metropolitan city. Vasi is also another importantcommercial hub nearby.
The climate is moderate and is same as Mumbai weather. Thedistrict HQ, Alibag, is a popular tourist spot.
The nearest Railway station is New Panvel, on NH8 networkonly 14 km. from TCP. Apart from Company buses, there arefrequent State Transport buses available for commuting.
SHIFT TIMINGS
Indian Copper Complex :
Shift Shift TimingsA 6 am to 2 pmB 2 pm to 10 pmC 10 pm to 6 amGeneral 7.30 am to 4.30 pmHospital Laboratory : 7 am to 12 noon
3 pm to 5.30 pmOthers : 7.30 am to 12 noon
2.30 pm to 5.30 pmGeneral Office 8.30 am to 12.30 pm
1.30 pm to 4.30 pm
(On Saturday – 8.30 am to 1.00 pm)
Taloja Copper Project :
Shift Shift TimingsA 7 am to 3 pmB 3 pm to 11 pmC 11 pm to 7 am
D (including Office) 9 am to 5 pm
Malanjkhand Copper Project :
Shift Plant Mines OfficesTimings Timings Timings
A 6 am to 2 pm 5 am to 1 pm
B 2 pm to 10 pm 1 pm to 9 pm
C 10 pm to 6 am 9 pm to 5 am
General 8 am to 5.30 pm 8 am to 5.30 pm 9 am to 5 pm On Saturday from 8 am to 1 pm
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Khetri Copper Complex (KCC) :
Shift For Plant For MinesTimings Timings
A 6 am to 2 pm 8 am to 4 pmB 2 pm to 10 pm 4 pm to 12 midnightC 10 pm to 6 am 12 midnight to 8 amGeneral 8 am to 5 pm Executives : 7.30 am to 5 pm
Non-Executives : 8 am to 5 pm
For Offices (at KCC) :
Shift TimingsServicesMonday to Friday 9 am to 5 pmOn Saturday 8 am to 1 pmHospital Shift ‘A’ 7 am to 3 pmHospital Shift ‘B’ 3 pm to 11 pmHospital Shift ‘C’ 11 pm to 7 am
Hospital Gen. Shift 8 am to 6 pm
CONDUCT & DISCIPLINE
Your conduct constitutes the image of your Company. You knowhow best you are living up to this truth as a member of theorganization.
Conduct :
Conduct is a dynamic concept. Its examples cannot be exhaustive.What have been enumerated below are only illustrative few :
a) You shall at all times maintain absolute integrity anddevotion to duty and also ensure these two valuablequalities in the employees working under your supervision,control and authority.
b) You shall refrain from doing anything which isunbecoming of a public servant.
c) You shall not use your position or influence directly orindirectly to secure undue benefits such as employment orbusiness contracts for any member of your family in yourorganization or in an organization having dealings withyour organization.
d) You shall not engage yourself or participate in anydemonstration which involves incitement to an offence.
e) You shall not, except with the previous sanction of thecompetent authority own wholly or in part or conduct orparticipate in the editing or management of any newspaperor other periodical publications.
f) You shall not, except with the previous sanction of thecompetent authority permit any member of your family toaccept employment with any private firm which has officialdealings with the Company.
g) You shall not, except with the previous sanction of thecompetent authority, participate in Radio or Televisionprogram or contribute an article or write a letter either inyour own name or anonymously, pseudonymously to anewspaper or periodical. However, no sanction shall berequired if such participation is of literary, artistic,professional or scientific character.
h) You shall not give evidence without permission of thecompetent authority in connection with any enquiry. Wheresanction has been accorded for giving such evidence, youshall not criticize the policy or any action of the CentralGovernment or of a State Government or your Company.
i) You shall not accept or permit any member of your familyor any person acting on your behalf to :-
i) Obtain valuable thing, without consideration or withinadequate consideration from a person with whomyou can exert official influence.
ii) Obtain for yourself or for any other person anyvaluable thing or pecuniary advantage by corrupt orillegal means or by abusing your position as a publicservant.
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j) You shall not communicate directly or indirectly any officialdocument or any part thereof or information to anyemployee or any other person to whom you are notauthorized to communicate such documents or information.
k) You shall not engage directly or indirectly without theprevious sanction of the competent authority in any tradeor business or undertake any other employment.
l) On first appointment in the Company, you shall submit areturn of assets and liabilities including shares, debentures,bank deposits either in your name or in the name of anymember of your family in the prescribed form.
m) You shall submit a return of movable/immovable propertyinherited/owned/acquired once in every year onprescribed date.
n) You shall report within one month to the competentauthority every transaction concerning movable propertyowned or held by you in your name or in the name of amember of your family if the value of such property exceedsRs.15,000/-.
o) You shall avoid habitual indebtedness.
p) You shall not bring or attempt to bring any outsideinfluence to further your interests in respect of matterspertaining to your service in the Company.
q) You shall not contract or enter into another marriage whileyour spouse is still living, nor enter into a marriage witha person having a spouse living.
r) You shall forthwith intimate the competent authority onentering into a marriage with a person other than that ofIndian nationality.
s) You shall not indulge in any act of sexual harassmentof any woman at her work place.
t) You shall take due care that performance of your duties isnot affected in any way by the influence of any intoxicatingdrink or drug.
u) You shall not take part or assist in any manner in anymovement/agitation or demonstration of a Political nature.
v) You shall not take part or canvass in an election to anylegislature or local authority.
w) You shall not be an office bearer of a Political Party or anorganization which takes part in politics.
x) You shall report to the competent authority if any memberof your family is engaged in any trade or business or ownsor manages an insurance agency or commission agency.
y) You shall not accept any fee or any remuneration or anypecuniary advantage for any work done by you for anypublic body or any private person without the sanction ofthe competent authority.
z) You shall not except with the previous sanction of thecompetent authority, enter into any transaction concerningany immovable or movable property with a person or afirm having official dealings with you or your subordinates.
Misconduct :
The term misconduct does connote a vast number of actions. Butwithout prejudice to its general meaning, the following illustratesome :
a) Habitual late or irregular attendance or willful absencefrom duty.
b) Acting in a manner prejudicial to the interests of the company.
c) Willful insubordination or disobedience, whether alone orin combination with others, of any lawful and reasonableorder of the superior.
d) Gambling within the premises of the Company.
e) Giving false particulars relating to the employment.
f) Gross or willful negligence.
g) Drunkenness or riotous or disorderly or indecentbehaviour in the premises of the company or outside suchpremises where behaviour is related to or connected withthe employment.
h) Smoking within the premises of the Company where it isprohibited.
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i) Sleeping while on duty.
j) Demanding and/or accepting gratification other thanlegal remuneration in respect of an official act or for usinginfluence with any other official.
k) Damage to any property of the Company.
l) Commission of any act which amounts to a criminaloffence involving moral turpitude.
m) Commission of any act subversive of discipline or goodbehaviour.
n) Abetment of or attempt at abetment of any act whichamounts to misconduct.
o) Collection without permission of the competent authorityof any money within the premises of the company exceptas sanctioned by any law of the land or rules of thecompany.
p) Theft, fraud or dishonesty in connection with the businessor property of the Company or of property of anotherperson within the premises of the Company.
q) Possession of assets disproportionate to your knownsources of income.
r) Absence from the assigned place of work withoutpermission or sufficient cause.
s) Absence without leave or overstaying the sanctioned leavefor more than four consecutive days without sufficientgrounds or proper or satisfactory explanation.
t) Cases of misappropriation, forgery or cheating or othersimilar criminal offences.
u) Recklessness in decision making.
v) Blatant violations of systems and procedures of theCompany.
w) Exercise of discretion in excess, where no ostensible/public interest is evident.
x) Failure to keep the controlling authority/superiorsinformed in time about any irregularities/shortcomings
noticed during the course of work which may adverselyaffect the interest of the Company.
y) Interference or tampering with any safety device installedin or around the premises of the Company.
z) Purchasing properties, stores, machineries etc. from orselling to the Company without express permission inwriting from the competent authority.
Disciplinary Procedure :
In the interest of justice and equity, there are establishedprocedures to check the growth of indiscipline, misconduct, andsubversive actions in your Company. Conduct, Discipline &Appeal Rules of the Company deal with the disciplinaryprocedure in respect of the executives.
The penalties that can be imposed under the Conduct,Discipline & Appeal Rules of the Company on an employee foran act of misconduct may be, minor or major.
Minor Penalties
i Censureii Withholding of increments of pay with or without
cumulative effect.iii Withholding of promotioniv Recovery from pay or such other dues, the whole or part
of any pecuniary loss caused to the Company bynegligence or breach of orders.Major Penalties
i Reduction to a lower grade or post or to a lower stagein a time scale.
ii Removal from service which shall not be adisqualification for future employment
iii Dismissal
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Non-executives are guided by the certified Standing Orders/Model Standing Orders in matters regarding discipline.
Disciplinary Authorities :
EXECUTIVES
Sl. Grades Disciplinary Penalties Appellate ReviewingNo. Authority it can Authority Authority
impose
1 E8 & E9 CMD All A Comm- Boardittee offunctionalDirectorsheadedby CMD
2 E3 to E7 Functional All CMD A Commi-Directors ttee of
functionalDirectorsheaded byCMD
3 E1 to E2 Project All Functional CMDand Head/ Directorsbelow Executive
Director(HR)
PAY SCALES
The Pay Scales : Non-Executives :
The pay scale in respect of all non-executives are reviewed andrevised once in 10 years after negotiations with recognized tradeunions with reference to Government of India guidelines on thesubject. The present scales of pay implemented for non-executiveemployees with effect from 1.11.1997 are indicated below.
Grade/Code Pay Scale (in Rs.)TECHNICALT1 4000-80-5600T2 4200-90-6000T3 4400-100-6400T4 4600-110-6800T5 4800-125-7300T6 5000-140-7800T7 5300-155-8400T8 5600-170-9000T9 6000-185-9700T10 6400-200-11200CLERICALC1 4000-80-5600C2 4200-90-6000C3 4800-125-7300C4 5300-155-8400C5 5600-170-9000C6 6000-185-9700
Note : Non-Executives continue to draw increment in their existingpay scales during the operation of the Wage Settlementdated 19.4.2006.
Executives :
The existing pattern of scales with Industrial Dearness Allowancesin operation for executives is as follows :—
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Designation Scale Pay ScaleCode (in Rs.)
Junior Manager E-0 6550-200-11350Assistant Manager E-1 8600-250-14600Deputy Manager E-2 10750-300-16750Manager E-3 13000-350-18250Senior Manager E-4 14500-350-18700Chief Manager E-5 17500-400-22300Assistant General E-6 18500-450-23900ManagerDeputy General E-7 19500-450-25350ManagerGeneral Manager E-8 20500-500-26500Executive Director E-9 23750-600-28550
DEARNESS ALLOWANCE
Dearness Allowance is paid every quarter with effect from 1stApril, 1st July, 1st October and 1st January based on the percentageincrease or decrease in the quarterly average of All IndiaConsumer Price Index (AICPI) for the period December-February,March-May, June-August and September-November respectivelyover AICPI 1708 (Base 1960=100).
HOLIDAYS AND LEAVE
HOLIDAYS :
National Holidays 26th January Republic Day15th August Independence Day2nd October Gandhi Jayanti
Closed/Restricted Holidays at the production units :
Three closed holidays on festival occasions are admissible to theemployees in a calendar year in addition to four restrictedholidays out of an exhaustive list declared in the beginning ofeach calendar year. At TCP, however, five closed holidays andtwo restricted holidays are admissible to employees in a calendaryear.
At the City Offices :
Holidays as declared by the Central/State Government are beingobserved in a calendar year.
LEAVE :
Your Company is liberal in granting you leave provided thework of your department is not dislocated. Leave is not claimedas a matter of right. You may be granted leave provided work ofyour department is not disrupted.
Authorities have the discretion to refuse or revoke leave, if theexigencies of work demand this. Leave application should bemade in the standardized proforma available in respectivedepartment.
Your application for leave should come sufficiently in advance.You may leave the headquarters only if it is sanctioned. Leaveyour leave address with your superiors.
If you are suddenly absenting on medical grounds, please enclosemedical certificates, both for unfitness to work initially and fitnessto work when you report back for duty.
Casual Leave :
Casual Leave is admissible for 12 days in a calendar year.Casual leave is not cumulative and any portion of such leave ifunavailed at the end of each calendar year will lapse. Holidays,restricted holidays, off days intervening a spell of casual leavewill not be included as casual leave. Casual leave is not normallysanctioned in excess of 10 days at a time. Casual leave cannotbe combined with leave of any other kind except special casualleave. For non-executives, Casual leave can be combined withleave without pay only.
Earned Leave :
For Executives :An executive is eligible for Earned leave at the following rates :-
l In the first year of service :— @ 1 day for every 22 days
l For subsequent years :— @ 1 day for every 11 days
20 21
An executive will not earn Earned leave during any period ofleave except during casual leave or special casual leave.
Intervening Sundays and Holidays falling within the spell ofearned leave availed are counted as earned leave.
Earned leave can be accumulated upto a maximum of 300 days.
For Non Executives :Non-Executives who have completed a calendar year’s serviceare entitled to Earned Leave during the subsequent calendar yearat the following rates :-
l Employed below the ground in a mine — one day forevery 12 days of work (ie. days of attendance)
l Employed above the ground — one day for every 15 daysof work (ie. days of attendance)
Note :
Calendar year’s service for the purpose will be deemed to have beencompleted :-
a) employed below the He has put in not less than 190ground in a mine days of attendance during the
calendar year at the mine
b) employed above the He has put in not less than 240ground days of attendance during the
calendar year
However, for the purpose of determining the calendar year’sservice, following days are deemed to be the days spent on duty,though the non-executive will not earn leave for these deemeddays of duty :-
a) Any days of lay-off by agreement or contract or aspermissible under the standing order;
b) In case of a female workman, maternity leave for any numberof days not exceeding 12 weeks;
c) Days of absence caused due to accident arising out of andin course of employment;
d) Leave earned in the year prior to the year in which theleave is enjoyed.
A non-executive whose service commences otherwise than on1st day of January will be entitled to Earned leave in thesubsequent year at the rates indicated above proportionately forthe remaining portion of the calendar year if :—
l Employed below the he has put in attendance forground in a mine not less than one half of the total
number of days during theremainder of the calendar year
l Employed above the he has put in attendance forground not less than two-third of the
total number of days during theremainder of the calender year
Additional Earned Leave (ADL) :
Additional Earned Leave is allowed @ 5 days in a calendar yearto a Non-Executive employee subject to the following conditions:-
Category Minimum number of days ofattendance (days of work) in acalendar year for grant ofAdditional Earned Leave
Employed on surface 260 days of attendanceEmployed underground 230 days of attendanceEmployed at the city 210 days of attendanceoffices
Additional Earned leave for all purposes is treated as Earnedleave.
Holidays and weekly off days occurring during or at either endof the period of Earned leave will not be counted as leave.
Earned leave can be accumulated upto a maximum of 300 days.
Half pay Leave / Sick Leave :
Executives :
For every completed year of service rendered, 24 days leave onhalf pay is credited to the leave account.
Half pay leave can be commuted into full pay leave for half the
22 23
period on medical grounds only, which should be supported bymedical certificate.
Non-Executives :
For each completed calendar year of service, Sick leave equivalentto 24 days on half pay or 12 days on full pay in lieu of 24 dayson half pay is credited on the first day of the next calendar year.
However, if the non-executive joins service otherwise than on the1st day of January, Sick leave is calculated proportionately for theperiod of service and credited to his account on the first day ofthe next calendar year.
Sick leave is granted only on medical grounds. Application of sickleave has to be accompanied by a medical certificate fromCompany’s Doctor, a Government Doctor or from a qualifiedmedical practitioner.
T.B. / Cancer Leave :
An employee diagnosed by the Company’s Doctor to have TB/Cancer will be sanctioned 12 months leave on half pay and 12months leave without pay.
Such leave is initially sanctioned for not more than 6 months andthereafter for not more than 2 months at a time for the balanceperiod of 18 months.
Maternity Leave :
Female employees will be eligible for maternity leave in accordancewith the provisions of the Maternity Benefit Act 1961 as amendedfrom time to time.
Special Disability Leave :
Special Disability leave can be granted to an employee who isdisabled by injury inflicted or caused in consequence of the dueperformance of official duty. The Special Disability leave grantedon full pay will not exceed a period of 90 days.
Quarantine Leave :
An employee will be eligible for quarantine leave if a member ofhis household is suffering from any infectious disease on
certification by District Public Health Officer or Chief MedicalOfficer of the project. Employee will not be eligible for quarantineleave if he himself is suffering from any infectious disease.
Executives
Special Casual leave of maximum of 30 days in a year is allowedfor quarantine due to infectious diseases.
Non-Executives
Quarantine leave not exceeding 21 days at a time for a particularinfectious disease.
Special Casual Leave :
a) On acquiring certain approved statutory qualificationhaving direct relevance to your duties, the facility of specialcasual leave is granted to cover the period of journey bythe shortest route from the place of duty to the examinationcenter and back and for the dates of examination.
b) Special Casual Leave is also sanctioned for sterilisationoperations as per rules.
c) Special Casual Leave may be granted to an employee whois called upon by the Company to participate in sports/tournaments as a member of the Company’s team.
d) Special leave for one day is granted for blood donation.
Transit Leave :
When an employee is transferred from one station to another, heis entitled to joining time for 6 clear working days for preparationin addition to Sundays and Holidays and one day for travel for400 Kms distance or part thereof. For air journey, journey time islimited to one day only.
Study Leave :
Study Leave is granted for full time course of study in a recognizedInstitution/University in advanced scientific, technical orprofessional subjects directly related to your sphere of duties andis of distinct advantage to the Company. Application for grant ofStudy Leave needs the recommendations of the Head of the Unit
24 25
regarding the eligibility and suitability of the applicant for grantof study leave.
For grant of Study Leave, an employee must have a proven recordof good conduct and satisfactory performance and completedfive years of service in the Company and should not be over 50years of age. Study leave is granted only once.
Period of Study Leave will be for a maximum period of 24 months.In exceptional circumstances the period may be extended by 12months. An employee who is sanctioned study leave is eligiblefor leave salary equal to his Basic Pay only.
Employee proceeding on study leave is required to execute abond to serve the Company for a stipulated period after thecompletion of the course.
LEAVE ENCASHMENT
Your Company offers the facility of yearly encashment of theleave you earn during the course of your service. When youintend to avail this facility, the following conditions apply :
1. Encashment is admissible to you only once in a calendaryear.
2. The maximum period of Earned leave that can be encashedby you at a time will be 30 days or 50% of the total EarnedLeave standing to your credit, whichever is higher. Atpresent, Leave encashment is restricted to 30 days per year.
3. The rate of encashment per day is calculated on the basisof salary drawn by you in the month preceding the monthin which encashment is availed divided by twenty six.
4. For computing the rate of encashment, basic pay (includingspecial pay), Dearness Allowance, Dearness Pay, CityCompensatory Allowance and local allowance is included.All other allowances like House Rent Allowance,Conveyance Allowance etc. are excluded.
5. Accumulation of Earned Leave above 300 days is notallowed.
6. You will be eligible to encash Half Pay Leave/Half Pay
Sick Leave (after being converted into full pay leave) onlyat the time of retirement from the service of the Companyon attaining the age of superannuation subject to thecondition that the total number of days of Earned Leaveand Half Pay Leave/Half Pay Sick Leave (converted intofull pay leave) taken together does not exceed 300 days.
TRAVELLING ALLOWANCE
You shall be eligible for Travelling Allowance, if your journey isundertaken for the following purposes :
a) Tour on official duties
b) To appear in the departmental examination, interview orselection tests conducted by the Company
c) Recall from leave
d) Transfer
e) Leave Travel Concession (LTC)
f) For medical examination and/or treatment as permittedunder Company’s Rules
g) To participate in Sports events representing the Company
h) To participate in training programs/seminars andconferences
i) Superannuation/retirement
j) Appearing in court of law, departmental or vigilanceenquiry.
k) Journey of family to home town/anywhere in India wherethey intend to settle in the event of death of employee
l) Discharge/termination on medical grounds
m) Appear for interview for appointment in the Company
n) To receive National/State and/or Company’s award orany other award duly approved by the Chairman cumManaging Director
26 27
Category Grades EntitlementIV. E4 and Above l Air,
l AC 1st Class by rail,l Highest class by steamer,l Actual Taxi fare or Rs. 6.70/
km by own car or actualwhichever is lowest
III. T8 to T10, l 1st Class or AC II tier SleeperC5, C6 and by RailE0 to E3 l Highest Class by Steamer
l Rs.5.00 per km by road oractual whichever is lower
II. T3 to T7, l 1st Class or AC II tier SleeperC3, C4 by Rail
l Highest Class (or middle classif there are more than twoclasses) by Steamer
l Rs.2.75 per km by road oractual whichever is lower
I. T1, T2, l 2nd Class by RailC1, C2 l Lower Class (if there are only
two classes) or middle class (ifthere are more than twoclasses) by Steamer
l Rs.1.40 per km by road oractual whichever is lower
Journey for Medical Treatment :
When an employee or any member of his family who is entitledto medical facilities of the Company is recommended by theCompany’s Medical Officer and approved by the competentauthority for medical examination and/or medical treatment atan outstation hospital within the Country, travel fare will beadmissible to :—
a) Employee/any member of his family who is entitled tomedical facilities of the Company
b) An escort to accompany the patient if recommended by the
Company’s Medical Officer and approved by the competentauthority.
TA/DA Entitlement of Escort accompanying a patient isregulated as under :-
Particulars Entitlement of Escort
I. In case of accident aris-ing out of and in courseof employment, oneescort is allowed :a) If escort is a Company - To and fro travel fare employee by entitled class
- Daily Allowance as perTA/DA Rules for thejourney period or one daywhichever is more
- Ten days special leave inaddition to the period ofjourney
b) If escort is not a Actual travel fare as per Company employee entitlement of the patient
employee
II. In case of children - To and fro journey farebelow the age of 3 by entitled class for selfyears (Two escorts and spousewho shall be parents)
- Daily Allowance as perTA Rules for thejourney period or oneday whichever is more
- One day’s special leavein addition to the periodof journey
28 29
Particulars Entitlement of EscortIII. In all other cases, one
escort is allowed onrecommendation ofthe Company’s MedicalOfficer and approvalof competentauthority :–a) If escort is Company - To and fro travel fare employee by entitled class
- Daily Allowance as perTA Rules for thejourney period or oneday whichever is more
- One day’s special leavein addition to the periodof journey
b) If escort is not a Actual travel fare as per Company employee entitlement of the employee
Note : Escort should travel by the class to which the patient isentitled even if the escort is entitled to travel in higher classand not vice versa.No hotel charges is payable to an escort/attendantaccompanying a patient who is referred to outside hospitalfor treatment.
Daily Allowance :
In addition to Travelling Allowance, you are entitled to DailyAllowance for outstation duty.
Period of actual absence Amount of Dailyfrom headquarters Allowance (DA)Each completed period of One Full DA24 hours12 Hours or more but less One Full DAthan 24 hoursLess than 12 Hours ½ DA
Long period of tour to any particular place is regulated separatelyby competent authority with reference to rules.
Clarifications on DA :
1. Daily Allowance is admissible for holidays or forced haltsduring tour, but not for any leave availed during tour.
2. Period of absence will begin when you leave yourheadquarters as on the scheduled time of departure andend when you return to the same headquarters. Period ofdelay in departure / arrival time is taken into consideration.
3. When an employee during a tour is treated as a guest ofanother agency, the rate of daily allowance will be 25% ofactual DA.
However, when :-
a) lodging is free – you will be entitled to DA as perrate provided.
b) boarding is free – you will be entitled to 50% DA andactual accommodation charges
Accomodation charges and Daily Allowance on official tour :–
Sl Category Accommodation charges subject to DailyNo. Maximum entitlement (Rs.) Allowance
Specified Ordinary for foodlocalities localities and Incide-
ntals (Rs.)1 2 3 4 51. E9 and Actuals Actuals 460
above2. E8 4,500 80% of specified locality 4253. E5 - E7 3,300 –do– 4004. E3 & E4 2,500 –do– 3305. E1 & E2 –do– –do– 2606. E0 1,125 –do– 2207. T8 to T10, 1,000 –do– 200
C5 & C68. T3 to T7, 750 –do– 190
C3 & C49. T1, T2, 375 –do– 130
C1 & C2
30 31
Ceiling rates of accommodation charges are exclusive of taxesand service charges.
Specified localities :
All State capitals besides Nagpur, Pune, Jamshedpur, Vizag,Jabalpur, Indore, Kanpur, Raipur/Bhilai, Ajmer, Durg, Ahmedabad,Taloja, Dhanbad and any city classified as ‘A’ for the purpose ofCCA by the Central Government are treated as Specified locality.You will be required to submit hotel bills for reimbursement ofaccommodation charges incurred.
On Transfer :
On transfer you are entitled to TA and transportation of householdgoods, dislocation allowance and joining time as per prescribedrules.
Transportation of personal effects (household goods) :–
On transfer from one unit to another, you will be entitled toreimbursement of actual expenses incurred on transporting yourpersonal effects from the old to the new station as under :-
Cate- Weight Places connected by Rail Places notgory Limits connected
by Rail
Goods Train Passenger Road/Railway Traincontainerservices
(i) (ii) (iii) (iv) (v) (vi)T1, T2 1500 Expenses Actual expenses Actual Cost ofC1, C2 Kgs reimbursable subject to maxi- expenses transporta-
subject to mum expenditure or twice tion by roadlimits laid incurred had the the limited todown in maximum amount half truckcol. (ii). luggage been as per load
transported by GoodsGoods train train,
whichever is less
T3 - T7 3000 –do– –do– –do– –do–C3, C4 Kgs
T8-T10 Full –do– Actual expenses –do– Cost ofC5, C6 wagon subject to cost of transporta-E0 - E3 transporting full tion by road
wagon load of limited topersonal effects one fullby goods train truck load
E4 & Full –do– –do– –do– –do–above wagon
or twocontai-ners byrailwaycontai-nerservice
Entitlement towards Transfer Grant, Dislocation Allowance onTransfer :–
Category Transfer Expenses Others DislocationGrant incidental Allowance
to journey(for travelby Railonly) *
T1,T2 Rs.5,000 Two extra Travelling Non- Rs.8,000C1,C2 fares as expenses Exec-
entitled, for self utiveslimited to and family1st class as perrail fare entitlement E0 - E4 Rs.11,000
T3 to T7 Rs.7,000 –do– –do–C3, C4T8 - T10 Rs.9,000 –do– –do– E5 and Rs.15,000C5, C6 AboveE0 - E3E4 and Rs.11,000 –do– –do–above
* Note : In case of travel by air, no incidental is admissble.
You will be paid octroi duty, entry tax, terminal tax, insurancecharges for transportation of personal effects/vehicle onproduction of receipts.
32 33
Transportation of Vehicle on Transfer :–
Transportation of Heads of AmountVehicle Expenditure ReimbursibleBy Goods or Freight Actual freight betweenPassenger Train two stationsBy Road Freight Actuals or freight admis-
sible had the vehicle beentransported by train,whichever is less.
An employee on transfer is entitled to reimbursement of travelexpenses as if on official tour and the taxi fare from residence torailway station/airport and from railway station to bus stand isadmissible.
Joining time on Transfer :
l For Journey — you are allowed one day for travel for 400Kms distance or part thereof.
l For preparation — 6 clear working days in addition toSundays/Holidays
l For air journey — journey time is limited to the day oftransfer only.
TA benefits on Superannuation/Retirement, Death, Terminationon Medical grounds :—
Entitlement
Superannuation/ a) TA for self and family as per lastRetirement entitlement as for serving
employees on transfer.b) Transportation charges of
personal effects and vehiclesas per last entitlement asadmissible on transfer.
c) Transfer Grant as in case oftransfer.
d) Dislocation Allowance ispayable as under :
Entitlement
In case of VR As admissible toserving employees
In case of One month basicsuperannuation pay last drawn
Employees whose permanent residencefalls within a radius of 20 kms. are notentitled to transfer TA onsuperannuation.
Termination on a) Travelling Allowance for selfMedical Grounds and family as per last
entitlement.b) Transportation charges of
personal effects and vehicle asper last entitlement as admissibleon transfer.
Death a) Travelling allowance for family asper last entitlement.
b) Transportation charges ofpersonnel effects and vehicles asper last entitlement on the sameterms as in case of servingemployees on transfer.
c) Dislocation allowance equal to onemonth’s basic pay last drawn.
Participation in Training program, Seminars and Conferences:–
Out of pocket expenses in lieu of daily allowance for participationby executives in residential programs, seminars and conferenceswhere boarding and lodging is provided by the organizers isgoverned in the following manner :-
34 35
Class of Scale of Amount per week on pro-Executives Pay rata basis
Specified Ordinarylocality (Rs.) locality (Rs.)
Junior E1 and 280 224Manage- E2ment levelMiddle E3 and 315 259Manage- E4ment levelSenior E5 to 350 294Manage- E7ment levelTop E8 and 400 325Manage- abovement level
REIMBURSEMENT OF CONVEYANCE EXPENSES
When you own a vehicle registered in your name and utilize thesame for official purpose, you may be entitled to claimreimbursement of expenses necessarily incurred in running andmaintenance of your vehicle in connection with your officialduties subject to prescribed rules.
The following tables indicate the rates per month.
Executives :
Types of Vehicle Amountper month
1. Scooter/Motor Cycle (two Rs. 900/-wheeler vehicle of 1 HP ormore)
2. Motor Car (4 wheelers) *E0 Rs. 1500/-E1 to E4 Rs. 2300/-E5 and above Rs. 2500/-
* includes Jeep, Maruti Van/Omni and Maruti Gypsy
Non-Executives :
Type of Vehicles Amountper month
1. Scooter/Motor Cycle (two wheeler Rs.600/-vehicle of 1 HP or more)(Workmen in scale T4 and C3 andabove)
2. Moped (two wheeler vehicle of less Rs.350/-than 1 HP)(Workmen in all scales of pay)
a) Employees drawing reimbursement of conveyanceexpenses will not be eligible to use official vehicle fordischarging their duties or for reimbursement of taxi fareor other cost of transportation for discharging officialduties on working days including those on off days/holidays.
b) For periods of non-use of the conveyance for one reasonor the other beyond maximum four months, no claim forreimbursement is admitted.
c) For reimbursement of conveyance expenses, you will haveto apply through your Controlling Officer, along withattested copy of the documents in support of purchaseand your ownership of the vehicle. Your ControllingOfficer will certify that you are using the vehicle for officialpurpose.
Transport Subsidy :
You will be paid Transport Subsidy if you do not utilizeCompany’s transport or do not claim local travelling expenses/reimbursement of Conveyance expenses from the Company atthe following rates :—
Amount of Transport Subsidy
Executives Rs.300/- per monthNon-Executives Rs.12/- per day of attendance
GETs/MTs are eligible for Conveyance/transport subsidy as arebeing allowed to regular executives at E-1 level.
36 37
LEAVE TRAVEL CONCESSION
The Company pays for you and your family the concession fortraveling to your hometown and back and also to any place inIndia.
Eligibility :
All regular employees who have completed one year of serviceare eligible.
Family :
For the purpose of LTC, the term ‘Family’ would mean:-a) Employee’s spouse (only one)b) Legitimate children, step children, legally adopted children
(including major sons upto 25 years of age), married andwidowed daughters so long they are residing with andwholly dependent on the employee.
c) Parents, provided they are residing with and are whollydependent upon the employee.
Note :
1. Married daughters would only cover dependent daughterswho are divorced, abandoned or separated from theirhusband and are residing with and wholly dependent onthe employee.
2. Children of employees who are physically handicapped ormentally retarded and wholly dependant and residing withthe employee are entitled to avail LTC as a dependentmember irrespective of age restriction.
3. In order to be declared as ‘Wholly Dependent’, the incomeof your dependent member from all sources should not exceedRs. 3,000/- pm. Scholarship/stipend received by the dependentchildren of employees is not treated as income for decidingthe dependency of children.
Entitlement :
You can avail LTC for self and/or members of your familyrestricted to six adult members by the entitled class twice in ablock of four years — once for traveling to your home town andonce for journey to any place in India OR avail LTC to HomeTown twice in a block of four years.
Note : Existing block of four years is 2008 to 2011 (Sub blocks oftwo years : 2008-2009 and 2010-11 respectively).
LTC to home town or any place in India can be availed formaximum number of four family members in case of employeesjoining the Company after 1.1.2006.
LTC on certification basis :
In lieu of availing LTC to Home Town, you can avail LTC oncertification basis upto maximum of 500 kms each way restrictedto four adult members of your family. Likewise, in lieu of LTCto any place in India, LTC on certification basis upto maximumof 1600 kms each way restricted to four adult members of yourfamily can be availed by you.
Home Town :
Home Town shall be the permanent home town or village asdeclared by you on joining the service of the Company andaccepted by the Competent Authority. In exceptionalcircumstances, a change of home town may be allowed by thecompetent authority once during your entire service period.
Any place in India :
Any place in India means any place within the territory of Indiawhether on mainland or otherwise.
Shortest Route :
Shortest route means the route by which you can most speedilyreach your LTC destination from your place of work/posting byusing the entitled mode of travel.
38 39
Claims :
You are required to submit the LTC claim within 15 days ofcompletion of the return journey. The claim should normally besupported with relevant ticket/ticket number/PNR Number/AirTicket Jacket/Boarding Pass, etc.
Grant of Advances :
You will be entitled to advance which will be limited to theestimated amount which the Company will have to reimburseunder the rules in respect of journeys both ways.
You can draw the advance upto 97 days before the proposeddate of commencement of the outward journey.
On production of proof of purchase of tickets for onwardjourney, which should be produced within 7 days of the drawalof advance for onward journey, then you will be releasedadvance for the return journey.
You will be entitled to advance both for outward and returnjourney if the return journey is planned to be completed within90 days of the date of commencement of outward journey. If afterdrawing such advance for journeys both ways it becomes clearthat the return journey cannot be completed within 90 days, onehalf of the advance should be refunded.
Penal interest @ 18% p.a. will be charged from the date of drawalof advance :—
a) If the journey is not performed or not performed to thedeclared destination by you and the entire amount ofadvance is not refunded within 7 days from the date youreport back for duty on return from leave or the proposeddate of commencement of the outward journey as the casemay be.
b) If you fail to submit LTC claim within 15 days of thecompletion of return journey.
c) If the advance is drawn for the higher class but the journeyis performed in the lower class.
d) If the advance is drawn for certain family members but theactual journey is not performed by all of them and the
Entitled mode/class of travel for availing LTC to Home Townor anywhere in India :–
Your entitled mode/class of travel for availing Home town orany place in India by Rail, Road and Steamer is indicatedbelow:—
Category By Rail By Road By Steamer/ShipT1/T2/ AC III tier Rs.1.40 per km By bunk class or 2ndC1/C2 or actual which- class (without diet
ever is lower charges) by shipsrun by ShippingCorporation of India
T3 - T7, AC II tier Rs.2.75 per kmC3 and C4 or actual which-
ever is lower By 1st class/‘A’ StateT8 - T10, AC II tier Rs.5.00 per km Room/Deluxe (with-C5 - C6, or actual which- out diet charges) byE0 - E3 ever is lower ships run by Ship-E4 and AC 1st Rs.6.70 per km ping Corporation ofabove or actual which- India
ever is lower
Note : Employees in E4 and above are entitled to travel by Air onLTC subject to restrictions issued from time to time.
Reimbursement of travel expenses for LTC availed oncertification basis :–
You will be entitled to reimbursement of travel expenses availed oncertification basis to Home town or any where in India as under:—
Category Reimbursement of to and fro fare.T1/T2/C1/C2 AC Chair Car by railT3 – T7, C3 & C4 First class by railT8 – T10, C5 & C6, First class by railE0 – E3E4 and above AC 1st Class by rail
You will have to avail minimum 3 days leave (including weeklyoff days and holidays) for availing LTC on certification basis tohome town and minimum 4 days leave in case of LTC to anywhere in India (including weekly off days and holidays).
40 41
· For places not connected by Rail, you and members ofyour family can undertake journey by road on LTC as peryour entitlement in accordance with the rules.
· Where the journey or part thereof between places connectedby rail is otherwise performed by you on road,reimbursement will be on the basis of railway fare by theentitled class by shortest route or on the basis of actualexpenses whichever is less.
· LTC is meant for travel to any place in India only. Whereyou travel to a place outside India, you would be entitledto LTC only upto the farthest point within India actuallytouched by you.
· Where the air fare (including taxes) is at par or less thanthe rail fare of the entitled class, you can avail the optionof air travel.
· All members of your family need not travel together whileavailing LTC to hometown or any place in India in thesame calender year in which you travel.
· You and your family members can travel in different groups(not to exceed two groups) at different times. In such cases,reimbursement of expenditure will be allowed in respect ofeach group provided the journey of each group is completedwithin 6 months of the date of commencement of theoutward journey.
· Each group can travel to different destinations in case ofLTC to any place in India ie., once in a block of four years.
· If you travel by ponies in hilly areas reimbursement will beas admissible by road journey or as per tariff for ponies asper State Government rates, whichever is less.
excess amount is not refunded immediately on completionof return journey.
e) If the LTC journey is not performed due to non-availabilityof tickets or for any other reason and the entire amount isnot refunded to the Company within 15 days.
General
· You will be reimbursed reservation charges andadditional charges levied by the railways.
· Ticket cancellation charges will be reimbursable only ifcancellation of journey is solely due to official reasons.
· ‘Leave’ for the purposes of this rule means earned leave,half pay leave, commuted leave, extra-ordinary leave,maternity leave, casual leave.
· Where if your spouse is employed outside the companythe concession will be admissible to your spouse subjectto the following conditions :
a) A similar concession is not available to your spousein the organization he/she is employed.
b) Your spouse gives an undertaking not to avail theconcession if such concession is available in theorganization where he/she is employed.
· Where the children are studying in a place other thanyour headquarter, entitlement in respect of your childrenwould be regulated as under :—
Where the journey is LTC may be allowed forperformed by the child- both outward and returnren from your home journeystown to your head-quarters during vacationTravel from the place of Reimbursement will bestudy (other than home limited to the amount thattown or HQ) either to would have been admissi-home town or to your ble had the journey beenheadquarters and back performed between your
headquarter and home town
42 43
Special Leave :
Employees who undergo sterilization operation will be eligiblefor Special leave as follows subject to production of requisitemedical certificate :–
a) Special leave not exceeding 6 working days is admissibleto the male employee who undergoes vasectomy operation.
b) Special leave not exceeding 14 days is admissible to afemale employee who undergoes non-puerperal tubectomyoperation.
c) 1 day Special leave to a female employee undergoing IUDinsertion.
SCHOLARSHIP FOR EMPLOYEES’ CHILDREN
In order to encourage and facilitate higher education formeritorious and deserving children of employees the companyawards 3 scholarships for every 100 employees. The total numberof scholarships based on the above ratio is distributed under thethree categories (ie. Sl. No. 1, 2 and 3 of the table in the next page)in the ratio of 55%, 30% and 15%. In addition to the scholarshipsas indicated above 10 scholarships are exclusively reserved forphysically challenged children of employees. The award ofscholarship is limited to two children of an employee at a givenpoint of time.
The amount of scholarship and the courses for which thescholarships may be granted are as mentioned in the Table atnext page :—
FESTIVAL ADVANCE
You can apply for Festival Advance, which is interest free, atleast a fortnight before the festival. The advance must not bedrawn more than a week before the festival concerned.
Festival advance limited to Rs. 5,000/- is admissible only on oneoccasion in a calendar year.
The advance will be recovered in not more than ten(10) equalmonthly installments. The first recovery of the advance willcommence with the pay bill prepared immediately after theadvance has been drawn.
PROMOTION OF SMALL FAMILY NORMS
An Employee who undergoes sterilization operation is grantedspecial increment in the form of personal pay.
a) the personal pay is not absorbed in pay in future either inthe existing post or on promotion to the higher post.
b) the rate of personal pay is equal to the amount of nextincrement due at the time of grant of this benefit.
c) the personal pay remains fixed during the entire service.
Conditions for grant of concession :
a) The employee or his or her spouse must be within thereproductive age group i.e.,
– in case of a male employee : he should not be over50 years and his wife should be between 20 to 45years of age
– in case of a female employee : she should not beabove 45 years and her husband must not be over 50years of age
b) The sterilization certificate must be issued by Chief MedicalOfficer/Medical Officer of the Company. Where this is notpossible the sterilization certificate issued by a Governmenthospital or an institution recognized by the Company forthe purpose will be accepted.
c) The employee should have one to three surviving children.
44 45
20% of the total scholarships is reserved for SC/ST students.Annual renewal of the scholarship is subject to the studentsecuring the stipulated marks or equivalent grade as indicatedin the table at previous page in the semester/annual/periodicalexamination of the course and satisfactory conduct andperformance report by the head of the institution where thestudent studies.
MEDICAL ATTENDANCE RULES
Your Company offers very comprehensive, integrated and wellequipped health service to its employees and their familymembers through its hospitals at Khetri, Malanjkhand andGhatsila. The employees may be referred to other advancedhospitals in appropriate cases for specialized treatment.
The definition of family for the purpose of medical treatmentincludes wife, legitimate children and step children, unmarriedor widowed daughters residing with him and wholly dependanton him. It shall also include parents of the employee who areresiding with and wholly dependant on him. In the case of afemale employee, family will also include her husband providedhe is residing with and wholly dependant on her.
Employees posted at Taloja Copper Project (TCP), Head Office(HO) and other city offices are reimbursed cost of domiciliarytreatment as per the HCL Head Office Medical treatment rules.For Hospitalization/inpatient treatment, employees posted atTCP, HO and other city offices and their family members havebeen extended medical insurance coverage.
Cost of medical expenses incurred by an employee who is ontour is reimbursed subject to the rates of Government hospitals.
PAYMENT OF GRATUITY
You will be eligible for gratuity in accordance with the Payment ofGratuity Act, 1972 at the rate of 15 days salary (Basic Pay+DA) foreach completed year of service or part thereof in excess of sixmonths. The total payment on gratuity is limited to Rs. 3,50,000/-
In case of death or permanent incapacity due to bodily or mentalinfirmity the amount of gratuity is calculated as under :—Sl
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46 47
Period of service Amount of gratuity
During the first year of 2 months’ emolumentsserviceAfter 1 year but before 5 6 months’ emolumentsyears serviceAfter completion of 5 12 months’ emoluments oryears service gratuity as payable under
the Act whichever is higher
One day’s salary for the purpose of computation of gratuity isarrived at by dividing monthly salary by 26 days.
If an employee is on leave without pay during the last month ofservice, Gratuity is calculated taking full month’s salary/wages.
Gratuity computation for service beyond 30 years :–
For every completed year of service in excess of 30 years, you willbe paid Gratuity calculated at the rate of one month’s salary lastdrawn (Basic Pay + DA) subject to the condition that themaximum amount of gratuity does not exceed Rs. 3.50 lakh.
For the purpose of computing gratuity for service rendered inexcess of 6 months beyond 30 years, the period of service is takenas one completed year of service.
Forfeiture
In accordance with the Payment of Gratuity Act, 1972, Gratuitycan be wholly or partially forfeited if the services of an employeeis terminated for his riotious or disorderly conduct, act of moralturpitude provided the offence is committed in course of hisemployment or any other act of violence on his part. If theservices of an employee is terminated for any act, willfulomission or negligence causing any damage or loss ordestruction of property belonging to the Company, gratuity willbe forfeited to the extent of the damage or loss so caused.
PROVIDENT FUND
As the name suggests, provident fund provides you with alumpsum financial support on your cessation from the service ofthe Company, apart from various loans and withdrawal duringthe period of your service.
Eligibility :
All regular employees of the Company including personsemployed by or through a contractor in connection with thework of the establishment but excluding a retired/superannuated person, apprentice, trainee, casual labour arerequired to become member of the Fund from the date of joiningthe Company.
Contributions :
Your compulsory contribution will be 12% of your emolumentsie., Basic pay plus DA. You may contribute more if you so choose.However, Company’s contribution to your fund in any case willbe limited to 12% of Basic Pay and DA. Here pay includespersonal pay and non-practising allowance. Company does notcontribute during the period when you are not in a position tocontribute, such as when you are on leave without pay.
Interest :
On your contribution both voluntary and compulsory and onCompany’s contributions you are entitled to 8.5% of interest perannum at present.
Withdrawal :
You may be permitted to withdraw from the fund, specifiedamounts to meet expenditure on medical expenses on you andyour family, expenses on purchase of lands and building of adwelling house, expenses for marriage, funeral and religiousoccasions, purchase of equipment to minimize hardship onaccount of physical handicap etc. as per rules.
Nominations :
A nomination in favour of a member of family in the prescribedform to receive the amount in the event of death of the employee isrequired. You may nominate more than one nominee in which caseyou have to clearly specify the amount to be shared by the nominees.You may nominate any person in case you do not have a family.You can change the nominee/s by filing a fresh nomination.
48 49
‘Employee Benefit Program’ Scheme :
As social security measure the company offers insurance coverto all its employees including GETs/MTs under ‘EmployeeBenefit program’ Scheme. The scheme envisage worldwidecoverage on 24 hours basis.
The Insurance covers Accidental death, Permanent total/partialdisability including those on account of Terrorism.
The maximum benefit under the scheme is Rs. 2.50 lakh.
The scheme covers the accidents arising out of and in course ofemployment. In case of a compensation under any statutoryliability arising out of any kind of accident is more than benefitsavailable under the ‘Employee Benefit Program’, the Companywill make good any extra amount thus involved.
Benevolent Fund Scheme :
Objective :
To provide financial assistance to families of employees who diewhile in employment in the Company due to any reasonwhatsoever. All employees on permanent rolls of the Company(including trainees inducted for employment in the Company onsuccessful completion of training) are deemed to be members ofthe Scheme.
Benefits :
In case of death of an employee, Benevolent grant is sanctionedto the nominee of the deceased employee calculated @ Rs.40/-per employee as on rolls of the Company as on the last date ofthe month in which the death has occurred. The sum of Rs.40/- includes employees contribution of Rs.20/- per death and amatching contribution made by the Company. The benevolentgrant will be paid within a period of 90 days of the death of anemployee to the nominee as declared by the deceased for thepurpose of Provident Fund. If there are more than one nominee,the benevolent grant will be distributed amongst the nomineesin the same ratio as had been declared by the deceased employeefor the purpose of Provident Fund.
OTHER SOCIAL SECURITY SCHEMES
Ex-gratia payment in case of accidents :
In the case of injuries caused by accidents resultingin permanent total disablement as prescribed in Section 2(b) readwith Schedule 1 of the Workmen’s Compensation Act, 1923 andwhere such permanent total disablement occurs otherwise thanin the course of (and arising out of) employment, an ex-gratialump-sum amount of Rs.12,000/- is paid to the workman. Theex-gratia lump-sum amount is payable in case there has been noviolation of Section 3(1)(b) of the Workmen’s Compensation Act,1923 or involvement in acts opposed to public policy.
Ex-Gratia in case of Fatal accident :
Adhoc Ex-Gratia of Rs. 3,000/- is paid to the person entitled toreceive PF payment in case of fatal accident arising out of andin course of employment in case of non-executive.
Employee Death :
Rs 61,750/- is paid to dependents of employees who die whilein service of the company. This benefit is paid to the nominee ofthe deceased employee who is entitled to receive Provident Fundin the event of death of an employee. Employees who havecompleted one year of continuous service and are members of theProvident Fund are covered under the HCL Employees DeathBenefit Rules.
This benefit is not paid if the death occurs under circumstancesin which :—
a) HCL is liable to pay compensation under the Workmen’sCompensation Act, 1923 or any compensation at par withthe said Act.
b) Compensation is payable under the Group PersonalAccident Policy.
c) Death has occurred due to the following acts on part of theemployee :
1) Riotous or disorderly conduct.2) Any act of violence on his part.3) Intentional self injury or suicide.
50 51
OTHER BENEFITS
Underground Allowance :
Executives :
Underground Allowance is paid for the number of days workedunderground to eligible Executives who hold posts whichinvolve underground duties. This is subject to the minimumstipulated hours of underground work every day. The rate ofpayment is @ 15% of the existing basic pay subject to maximumof Rs. 1,650/- per month.
Non-Executives :
Underground Allowance is paid to Non-Executives on the basisof actual days of attendance for underground work and surfaceworkmen is paid Underground Allowance when required towork underground for minimum stipulated hours. The rate is @20% on the basic pay. However, for calculating the UndergroundAllowance, Rs.1,500 is reduced from the basic pay.
Cash Incentive for Blood Donation :
In case of employee donor – cash incentive of Rs.100/- is paidalong with grant of one day’s special leave.
In case a non-employee donates blood for an employee or anyone of his eligible family members, he is paid cash incentive ofRs.50/-.
Non-Practising Allowance :
Medical Executives of the Company are paid Non-PractisingAllowance [NPA] at the following rates :—
Basic Pay Range (Rs.) Rate of NPA(Rs. per month)
Upto 11,000 150011001 – 14000 180014001 – 17000 2100Above 17000 2500
Advance under Special Circumstances :
You may be allowed interest free advance restricted to amaximum amount equivalent to three months pay (withoutconsidering any other allowance) if your house has beendamaged/destroyed by flood or other similar natural calamitiessubject to production of necessary documents in support of yourclaim. The certificate issued by the B D O is considered asadequate proof in this regard.
The advance paid to you will be recoverable in 12 equal monthlyinstalments commencing from the month following the month inwhich it is paid.
After grant of such advance, you are required to submit theutilization certificate within three(3) months from the date ofdrawal of advance failing which the advance will be recoveredalong with interest.
Membership of Professional Bodies :
Executives of the Company are reimbursed annual membershipfee/subscription of any one Professional Institution/Associationwithin India related to their respective discipline/area offunctions.
Entrance fee of the professional institution/body is notreimbursed. The claim for reimbursement of annual membershipfee is to be submitted along with cash receipt of the Institutionto the concerned HR Department.
Incentive for passing Hindi examinations, Hinditypewriting /Stenography :
On passing Hindi Examination (Pragya, Praveen and Prabodhexaminations) you are allowed Personal Pay equivalent to oneincrement in your existing scale of pay for a period of 12 months.You are also allowed Cash prize and Lump sum Award subjectto obtaining minimum percentage of marks given below :—
52 53
Examination Cash Prize (Rs.) Avg. 70% Avg. 60% Avg. 55% Lump summarks & marks or marks or Award (Rs)
above more & less more & lessthan 70% than 60%
Prabodh 200 100 50 250Praveen 300 200 100 250Pragya 300 200 200 300
The above awards are paid to the employees whose mothertongue is not Hindi and subject to other conditions as mentionedin the rules.
You are also allowed personal pay equivalent to one incrementin your existing scale of pay for a period of 12 months onpassing Hindi typewriting/Stenography Examination (fortypists and Stenographers for whom knowledge of Hinditypewriting/Stenography is not obligatory).
Personal Pay is granted from the first of the month following themonth in which the result of the examination is announced orthe date of annual increment which falls due after theannouncement of the result on the option to be exercised by theemployee within a period of three months from the date ofdeclaration of the result. Option once exercised is treated as final.
Cash Prize for Hindi typewriting :
For securing :—i) 97% marks or more Rs. 300/-
ii) 95% but below 97% marks Rs. 200/-iii) 90% but below 95% marks Rs. 100/-
Cash Prize for Hindi Stenography :
For securing :—i) 95% marks or more Rs. 300/-
ii) 92% but below 95% marks Rs. 200/-iii) 88% but below 92% marks Rs. 100/-Lumpsum award of Rs.150 is paid for passing HindiTypewriting examination and Rs.300 for passing HindiStenography examination.
Incentive Scheme for promotion of doing official workin Hindi :
a) All employees (except Hindi Officers and translators etc.)of the Company who do their official work wholly andpartly originally in Hindi can participate in the Scheme.
b) Employees who write at least 20,000 words in Hindi in acalendar year in Region ‘A’ and ‘B’ (ie. ICC, KCC, MCP,TCP, Delhi office) and at least 10,000 words in Hindi ina calendar year in Region ‘C’ (ie. Head Office, Kolkata andBengaluru office) are eligible for the following cashawards:–
Prize Cash Award Number of Prizes(Rs.) At KCC, ICC, At HO and
MCP and TCP other cityoffices
First 3000 each 2 1Second 2000 each 3 2Third 1000 each 5 2
c) Out of maximum 100 marks allotted, 70 marks isearmarked for quantum of work done in Hindi and 30 forclarity in expression of thoughts.
d) Competitors whose mother tongue is Tamil, Telegu,Kannada, Malayalam, Bengali, Oriya or Assamese may begiven additional weightage upto 20% as may bedetermined by the Assessment Committee.
e) The competitors are required to maintain records of thewords written in the prescribed proforma and get it verifiedand countersigned by the next higher officer each month.
f) At the end of the calendar year (being the reckoningperiod), each competitor will submit the record of workdone in Hindi to the Assessment Committee through thereporting officers.
54 55
Incentive for Acquiring Statutory qualifications :
Benefits for acquiring approved statutory qualifications havingdirect relevance to your duties are extended by the Companysubject to the condition that you are below 55 years of age withproven record of good conduct and satisfactory performance.The direct relevance of a statutory qualification to the job iscertified by the General Manager/Head of the Unit.
On acquiring approved statutory qualification following benefitsare extended :– (a) the facility of special casual leave is grantedto cover the period of journey by the shortest route from the placeof duty to the examination center and back and for the dates ofexamination, (b) examination fee, if any and (c) actual return fareby the shortest route from your headquarters to the examinationcenter by the entitled class is reimbursed as per TA rules.
Canteen Allowance :
Canteen Allowance of Rs. 16 per day of attendance on regularworking day is presently paid to employees including GETs/MTs posted at Khetri Copper Complex, Indian Copper Complex,Delhi Office, Bengaluru Office and TCP (Marketing) Office.
Night-shift Allowance :
Night Shift Allowance @ Rs. 30 per shift is paid to executives (incl.GETs/MTs) and Rs. 25 per shift to workmen who perform duty inthe night shift commencing from 9.00 p.m onwards.
House Rent Allowance (HRA) at the Projects :
HRA at the rate of Rs. 100 per month is paid to the Non-Executives where Company accommodation at the Projects is notavailed by the employee.
House Rent Allowance (HRA) & City CompensatoryAllowance (CCA) to employees posted at city basedoffices :
House Rent Allowance at the following rates are paid toemployees posted at Head Office, Kolkata, Delhi and Bengaluru.
City Rate of HRA CCABasic Pay Rate of CCA
Kolkata, Delhi 30% of Basic (Rs.) (Rs.)and Bengaluru Pay Below 4,000 90
4001 - 5250 1255251 - 6499 200
6500 & above 300
An employee will be eligible for HRA at his present Head-quarters on transfer only on vacation of company quarter at hisprevious place of posting/headquarters.
Reimbursement of Telephone expenses :
With a view to improve tele-connectivity, telephone facilities isextended as under :—
Sl. Level Reimbursement RemarksNo. of telephone
expenses
1 E-7 Upto Rs.1,500 pm + Entitled to mobile phoneRentals handsets within a cost
of Rs. 3,500 per set(for residential andmobile phone takentogether)
2 E-5 & Upto Rs. 500 pm for Executives using theirE-6 landline at their personal mobile phones
residence. for official purpose areIf personal mobile is entitled to reimburse-used for official work, ment for prepaid mobilereimbursement for charges to a maximumresidential landline limit of Rs.600/- pm.and mobile phoneexpenses taken toge-ther will be upto Rs.1000 pm. + Rentals
3 Executives Upto Rs 500/- pm Provided adequatein E4 and for use of mobile justification for mobilebelow connectivity exists.
5657
Sl. Level Reimbursement RemarksNo. of telephone
expenses
4 Executives Executives (including Documents of owner-not GETs/MTs) who are ship of mobile connec-covered using mobile phones tion and one time certi-under Sl. in the discharging of fication that averageNo. 1 to 3 official duties are paid mobile phone expensesabove maximum of Rs.250/- is not less than Rs250/-
pm. pm is required.
Attendance Bonus :
The rates of Attendance Bonus as applicable for Non-Executivesare as under :—
Slab Rates (Rs.per month)
Not a single day of absence in a calendar 250monthAbsence for one day in a calendar month 150on authorized leaveMore than one day’s absence on autho- 75rized leave in a calendar monthUnauthorized absence/Absence on With- Nilout Pay even for one day in a month
Washing Allowance :
The rate of washing allowance paid to Non-executives who areissued liveries is as under :—
Category of workmen Rate (Rs. per month)Nursing and Para Medical 120
Others 80
INCENTIVE SCHEME
Incentive Scheme encompasses the following four components:—a) Business Performance Incentive (BPI)b) Operating Cost Incentive (OCI)c) Production Output Incentive (POI)d) Direct Production Incentive (DPI)
The four components of Incentive, their objective and entitlement,broadly defined for employee categories, are :
Incentive Objective EntitlementComponent
BPI(Business Equal to or more All employees 100%Performance than 100%Incentive) MOU targetOCI(Operating Threshold 104% All employees 100%Cost of last year cost (Except employeesIncentive) per unit output at HO and other
offices)POI(Production Threshold 80% a) Production,Output of MOU target Maintenance &Incentive) Technical Services100%
b) Services—Stores 75%
c) General Services—Industrial Timing 50%
d) General Services—Office Timing 33%
DPI(Direct Reward a) DirectProduction Individual/ Production 100%Incentive) Group Production b) Production
performance Support —as per IE Direct 2/3 of (a)Standards/Design c) ProductionCapacity. Support —Threshold is 80% Indirect 1/2 of (a)performance for d) Generalgroup Services Nil
58 59
EXECUTIVE PERFORMANCE APPRAISAL SYSTEM
The Executive Performance Appraisal System is used to assess theperformance of executives.
The objectives of the system are :
Ø To integrate individual executives roles & goals with thoseof organizations objectives through a process ofperformance linked assessment.
Ø To distinguish between different levels of performance onrelative basis and to identify executives with potential togrow in the organization.
Ø To identify the training and developmental actions to betaken to enhance the performance of executives.
Ø To increase awareness of tasks/targets and the respon-sibility of executives to ensure fulfillment of the same.
The appraisal process consists of the following stages :
A : Self AppraisalB : Performance Review and PlanningC : Performance AssessmentD : Development PlanE : Final Evaluation and Grading
The reporting and reviewing officer assess the specified Jobperformance and Managerial ability factors on a five point ratingscale ranging from a maximum of 5 (ie. outstanding) to a minimumof 1 (ie. poor). There are ten factors of Performance assessment forexecutives in the level of E1 to E4 and twelve factors for executivesin the level of E5 to E8. Each factor has been assigned weight toindicate its importance in the overall assessment. Factor score isarrived at by multiplying the scale point tick marked with theassigned weight of the factor ie. Factor score = Scale point tickmarked x Weight. The aggregate of factor scores will be the totalappraisal score. The assessment factors and correspondingweightage are given in the table below:
For Executives atthe level of :
E-1 to E-4 E-5 to E-8
A. JOB PERFORMANCE Weightage Weightage FACTORS
1. Quantity of output 5 42. Quality of output 5 43. Cost/time control 5 44. Job knowledge and skill 5 3
B. MANAGERIAL ABILITY FACTORS
5. Planning and Organizing 2 36. Problem Analysis and Decision 2 3
making7. Managing Human Resources 2 28. Lateral Coordination 2 29. Team Building 1 2
10. Communication Skill 1 111. Conceptual Skill – 112. Managing change – 1
The existing Performance Appraisal System provides for 150marks which have been divided into two parts viz. 50% for thereporting officer/officers and 50% for the reviewing officer.Based on the total marks secured out of 150, the executive israted on the following scales :–
Ratings Total RemarksAppraisal/factor score
Outstanding 131 to 150 Exceptional overallperformance. Distinctlystands out compared toothers.
Very good 106 to 130 Overall Performance of highstandard. Better thanmajority.
60 61
Ratings Total RemarksAppraisal/factor score
Good 76 to 105 Satisfactory overallperformance. Meets the jobrequirements.
Fair 41 to 75 Performance barelyadequate. Requiresimprovement in certainareas.
Poor 1 to 40 Performance inadequateand well below acceptablestandards.
Final Grading is given by Review Committee.
ANNUAL ASSESSMENT OF NON-EXECUTIVES
Non-Executive employees are assessed by their reporting officerthrough a stipulated annual assessment proforma.
Non-Executives are assessed with reference to factors likeinitiative, job knowledge, efficiency in work, safety, quality ofwork, devotion to duty, discipline, dependability, integrity,attendance, punctuality, work habits, knowledge of rules andprocedures, inter-personal relationships, etc. Comments onintegrity, defects in character like insobriety, indebtness etc.which militate against efficiency, outstanding work, suitabilityfor promotion etc also form an integral part of non-executiveassessment system. The assessment made by the ReportingOfficer is reviewed by the Reviewing Officer.
EXECUTIVE PROMOTION
Your Company offers growth opportunities to its employeesconsistent with their Seniority, qualification, performance andgrowth potentials.
Executives are classified into three groups for determining thequalifying period of service for promotion.
Group I :
For Technical Posts Degree in Engineering/Technology with appropriatestatutory qualifications.
For Non-Technical Posts University Degree withappropriate professionalqualifications
For General Duty Medical Degree in Medical SciencePostsFor specialist Medical Posts Degree in Medical Science with
Post Graduate degree ofSpecialization.
R & D Posts in Analytical Post Graduate Degree inLaboratories ChemistryFor posts in Geology Cadre Post Graduate Degree in Geology
Group II :
For Technical Posts Recognized Diploma inEngineering/Technology
OrA degree in Science withappropriate statutoryqualifications
For Non-Technical Posts A Recognized Diploma inEngineering/Technology
OrUniversity Degree in Arts/Science/Commerce
OrPass in Intermediate Examinationof the Institute of CharteredAccountants or Institute of Costand Works Accountants.
62 63
Group III :
Posts in Mining and Matriculation with Foreman/Survey Cadres Mines Surveyor Certificate of
Competency under MMROther Technical and Matriculation and qualified inNon-Technical Posts prescribed departmental tests.
Promotion of executives is considered as per the approved channelsof promotion in accordance with the cadre scheme indicated in theHCL (Recruitment & Promotion) Rules for Executives.
Prescribed Length of Service in the lower grade for promotionto the next higher grade :–
Length of service (in yrs) in lower gradefor promotion to higher grade
Groups E1 E2 E3 E4 E5 E6I 3 3 3 3 3 3II 3 4 5 6 NA NAIII 5 6 NA NA NA NA
In exceptional cases, outstanding performers in Group-II and IIIcan be considered for promotion upto E5 and E3 respectivelywith the approval of the appointing authority.
Departmental Promotion Committee (DPC) :
DPC is constituted by the appointing authority for posts to befilled in by promotion and normally consist of at least threeExecutives of appropriate status and rank in relation to the poststo which promotions are being considered. The basis ofpromotion is “Merit with due regard to seniority”. Merit isjudged by the DPC on the basis of the Executive’s pastperformance, records etc.
For determining the suitability of Executives for promotion, DPCconsiders :—
a) Qualificationsb) Length of service and quality of experiencec) Service records and Annual Performance appraisalsd) Reports of the Chief Vigilance Officer, if any
The recommendations of the Departmental Promotion Committeeare subject to the approval of the appointing authority.
Persons selected for promotion are arranged in order of their inter-se seniority in the grade from which they are promoted. However,in exceptional cases, where a selected person is assessed to be sooutstanding as to deserve special consideration, the DPC mayplace him in higher position vis-a-vis his seniors.
Time Scale Promotion :
An Executive of E1 level belonging to Group I will be entitled tobe promoted to the E2 level on completion of 4 years service atE1 level, subject to satisfactory performance records. Time scalepromotion is confined to Group-I executives only.
Seniority :
Seniority is determined by the merit order in which recruitmentor promotion is made to any category of posts, provided theexecutive recruited or promoted joins within 120 days from thedate of issue of appointment or promotion letter. If the executivejoins later than 120 days, seniority will be effective from the dateof his joining the post.
Where more than one executive is recruited/promotedsimultaneously for the same category of posts, their relativerating in the panel determined by the Selection Committee/Departmental Promotion Committee will determine their inter-seseniority.
Executives upto E4 level who complete 10 years of service and48 years of age are given the next higher scale of pay which istreated as personal to him on the basis of their satisfactoryperformance records. However, on such placement there is nochange in his existing designation.
PROMOTION POLICY FOR NON EXECUTIVES
Separate Recruitment and Promotion Rules are applicable forNon-Executives posted at the following Units/Offices of theCompany :—
a) Khetri Copper Complexb) Indian Copper Complex
64 65
c) Malanjkhand Copper Projectd) Head Officee) Delhi Office
Promotions are based as per the guidelines and norms providedin the Recruitment and Promotion Rules and after due approvalof competent authority.
SERVICE LINKED PROMOTION SCHEME/SERVICE LINKED
ADVANCEMENT SCHEME FOR NON-EXECUTIVES
Objective : To remove the feeling of stagnation and fostermotivation.
Service Linked Advancement Scheme :
A Non-Executive who has completed eight years of service in aparticular scale of pay is placed in the next higher scale of paywhich is granted to the non-executive as personal to him. Thegrant of personal scale of pay will not lead to any change indesignation. On placement in the next higher scale of pay, thenon-executive will retain his seniority in the post held by him inthe previous lower scale of pay.
Service Linked Promotion Scheme :
A Non-Executive whose channel of promotion is to theimmediate next higher scale of pay to which he may normallybe eligible for promotion as per R & P Rules and has completedeight years of service in the same scale of pay is eligible for beingplaced in the next higher grade.
A Non-Executive who, as per channel of promotion, gets twoscale jump is eligible for being placed in the next higher scale ofpay to which he may normally be eligible for promotion as perthe R & P Rules if he has completed nine years of service in thesame scale of pay.
A Non-Executive who, as per channel of promotion, gets morethan two scale jump is eligible for being placed in the next higherscale of pay to which he may normally be eligible for promotionas per R & P Rules on completion of ten years of service in thesame scale of pay.
The scale of pay on placement as per the Service LinkedPromotion Scheme will be granted as personal to him. The grantof personal scale of pay will not lead to any change in designation.
INTER-UNIT AWARDS SCHEME
Objectives :The objectives of the HCL Award Scheme are :—
· To induce team spirit amongst all employees of Units ofthe Company.
· To bring in a sense of competitiveness amongst allemployees and the teams.
· To encourage inter-unit competitiveness in various areasof activity.
· To reward the best performing Unit in the areas ofProductivity including Safety, House keeping, IndustrialRelations, Energy, Environment and Ecology aspects.
The best performing unit in a given financial year is judged bya Committee of Judges constituted by Chairman cum ManagingDirector on the following parameters :—
· Production and Productivity· Safety· House keeping· Industrial Relations· Environment and Ecology
The award can also be shared between more than one unit in aparticular financial year, depending upon performance.
Criteria and Weightage :
Areas Weightage Marks
1. Productivity 80% 1602. Safety 103. House Keeping 104. Industrial Relations 20% 105. Environment & 10 (5 + 5)
EcologyTotal 100% 200
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A separate inter-unit Award Scheme has been introduced for‘Progressive use of Official Language’.
QUALITY CIRCLES
Renewed emphasis is given to the Quality Circle activities forharnessing the inherent creative talent of our work force calledfor introduction of novel Motivational schemes to not onlyencourage formation of new circles but also to seek committedparticipation on a continuous basis in QC activities.
WORKMEN’S GRIEVANCE PROCEDURE
Your Company continuously strives to create and sustain agrievance free climate in the organization. Yet for redressal ofgrievances, readily accessible machinery is available for promptredressal of the same.
Objectives :1. To provide an opportunity to have a direct dialogue
with the supervisors for prompt redressal of their day-to day grievances in order to promote harmoniousindustrial relations.
2. To provide a multi–level mechanism for settlement ofindividual grievances.
3. To settle individual grievances at the lowest level of themechanism as far as practicable in the interest of itsexpeditious disposal.
Scope :Matters outside the scope of grievance procedure :–
a) collective bargaining such as wages, allowances, bonus,hours of work and other benefits etc.
b) cases of grievances arising out of discharge and dismissal,
c) individual grievances relating to punishment as a result ofdisciplinary action against the workman.
Procedure :1. An aggrieved workman in the first place may present his
grievance verbally in person to his immediate supervisor,
who in turn would try to resolve the grievance within twoworking days.
2. If not satisfied the workman may submit his grievance inwriting in prescribed form to the head of the department.The receipt of the grievance will be acknowledged. Thedepartmental head arranges for a joint discussion with arepresentative of HR department. The aggrieved workmenmay be assisted by a co-worker, if he so desires. Thedecision of the departmental head will be communicatedwithin 10 working days from the date of submission of thegrievance.
3. If the workman is not satisfied with the reply of theDepartmental head, he may submit the grievance in theprescribed form to the Chairman of the “GrievanceCommittee.” The receipt of the grievance will beacknowledged. The Grievance Committee comprising theUnit Head (Chairman of the Committee), representative ofHR department (Secretary of the Committee),representative of the Recognised Union and the aggrievedworkman (who may be assisted by a co-workman of hischoice) will discuss and decide the issue andcommunicate its decision to the workman within 15working days.
Unanimous recommendations of the GrievanceCommittee will be implemented by the Managementunder intimation to the concerned workman. However,if the recommendations of the Grievance Committee isnot unanimous, the Committee will refer the grievancealong with record note of discussion to the Head of theProject under intimation to the concerned workman.
4. On receipt of the grievance and other related papers fromthe Grievance Committee, the Head of the Project willdecide the issue within 15 days from the reference of thegrievance to him by the Grievance Committee. Thedecision of the Head of the Project will be final.
Note: In case the grievance is against the immediate supervisor orthe Departmental Head, the reference of such grievance isautomatically forwarded to the next higher stage.
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SRIJAN - EMPLOYEES’ SUGGESTION SCHEME
The scheme intends to recognize involvement, creative thinkingand problem solving skills amongst employees and reward theiruseful suggestions in improving productivity and production,quality of products and services, reduction of wastage and costs,etc.
All employees of the company including trainees & apprenticescan make suggestion under this scheme.
Suggestions in the following areas are not included/entertainedunder the scheme :
a) Subjects that are within the scope of collective bargaining.
b) Personal grievances and other matters that can beconsidered through grievance procedure.
c) Welfare facilities and recreational program.
d) Matters of legal interpretation, Government policies ordirectives and such other issues that are outside the scopeof the Management.
e) Duplication of Suggestions already received andconsidered.
Suggestions which are found as implementable by thesuggestions committee will be rewarded with a token award ofRs 200/-.
If suggestions are made by a group of employees the reward willbe equally distributed amongst them.
Competent authority to approve awards will be Unit head forsuggestions implemented at the Unit level and Director(Personnel) for suggestions implemented in Corporate level/Regional Office.
After implementation of the suggestion the unit/corporate levelsuggestion committee will recommend cash award at thefollowing rates based on the quality and importance of thesuggestion and the savings generated :—
Nature of Savings AwardSavings which are of a recurring 10% of the first year’s annualnature and are likely to benefit savings subject to maximumthe Company for the time to of Rs.20,000/- and minimumcome of Rs. 1000/-.Savings which are of one time 10% of the savings subject to anature maximum of Rs 10,000/- and
minimum of Rs 500/-Suggestions which add value Maximum of Rs 1000/- perbut not in monetary terms suggestion.
The Suggestion Committees for the Units and offices (which willalso include Regional Offices) will comprise of the followingmembers :
(a) Units Members of theSuggestion CommitteeHOD (Operations Department)HOD (Maintenance Department)HOD (HR)HOD (Finance)HOD (Safety)HOD (IE)/Mgt. Services – (to bethe Secretary)
(b) Corporate and Head of Operations Department.Regional Offices Head of Finance
Head of HRHead of IE (to be the Secretary)
The decision of the Suggestion Committee is final and no appealis entertained. The decision regarding acceptance or rejection ofsuggestion will be informed by the Secretary of the SuggestionCommittee.
Assistance :
Necessary assistance in the shape of discussions, drafting,drawing or sketching etc. is provided by the office of theSecretary, Suggestion Committee to illiterate and semiliteratesuggestor.
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Publicity/Recognition :
a) The Unit level Committee evaluates the best suggestion forthe respective unit during the year and recommend to theCorporate office. The best suggestion for each unit isawarded by CMD on the Foundation day (9th November).
b) Photographs of Individual/Group Award winners isdisplayed on the Notice Board and published in HouseMagazine.
c) Commendation or appreciation letter or Certificate of Meritfor outstanding suggestion (in addition to cash awards) isissued to individual/group award winner and a copy ofthe same is kept in the personal file.
d) The unit where maximum number of suggestions aspercentage of total manpower is received in comparison toother units will be suitably recognized.
FORWARDING OF APPLICATION FOR OUTSIDEEMPLOYMENT
For personal reasons, if an executive is looking for employmentoutside the organization, his application can be forwarded asper the conditions given below :
a) Two applications will normally be forwarded during acalendar year.
b) Applications of Executives belonging to SC/STcommunities will be readily forwarded in accordance withthe Government instructions in the matter.
c) Applications for outside employment will be forwardedonly if they are in response to press advertisements/employment notice inviting such applications.
d) Applications for outside employment of executives whoare on probation will not be forwarded during theirprobation.
e) Forwarding of application of all executives for outsideemployment is routed through Corporate HR department.
Permission for undertaking foreign visit :
Employees who propose to visit abroad whether on official workor private reason or for tourism purposes are required to obtainprior written permission of the Chairman cum ManagingDirector through proper channel for going abroad.
While seeking such permission, the employee is required tofurnish the following details :–
a) Country/Countries to be visitedb) Source of income to meet the expenses of to and fro travel
and other expensesc) Duration of the visitd) Whether leave has been sanctioned by the Competent
Authority.
RETIREMENT
Under the existing service conditions of the Company you willretire on superannuation on the close of the last day of themonth in which you complete the age of 60 years excepthowever, for those born on the 1st day of the month, who willretire on the previous day.
Your long association with the Company is always cherished.
After being formally intimated of the date of retirement you maystart filling in the prescribed forms for timely settlement of dues.
Retirement benefits on superannuation :
1. You will be eligible to encash Half Pay Leave/Half PaySick Leave (converted into full pay leave) at the time ofretirement from the service of the Company on attainingthe age of superannuation subject to the condition that thetotal number of days of Earned Leave and Half Pay Leave/Half Pay Sick Leave (converted into full pay leave) takentogether does not exceed 300 days.
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2. Full provident fund contribution of the Company alongwith matching contributions and interests accrued on thewhole.
3. Gratuity upto a maximum limit of Rs 3,50,000/- calculated@ 15 days salary (Basic Pay + DA) for each completedyear of service or part thereof in excess of 6 months. Forevery completed year of service in excess of 30 years,Gratuity is calculated at the rate of one month’s salary/wages last drawn (Basic Pay + DA) subject to thecondition that the maximum amount of gratuity does notexceed Rs. 3,50,000/-
4. Permission to retain the Company’s quarters for a periodof 2 months from the date of retirement on normal rent.
5. Travelling Allowance for self and family for proceeding tohome town, Dislocation Allowance and Transfer Grant,actual transportation charges of personal effects andvehicle as per last entitlement after submission of the finalTA claim to the company. Retiring employees are notentitled to payment of any advance against TA for self andfamily and payment of transportation charges for personaleffects.
[Employees whose permanent residence falls within aradius of 20 Kms are not entitled to transfer TA onsuperannuation]
6. After retirement, you and your spouse can continue toreceive medical benefits at any of the Company hospitalsat Ghatsila, Khetri and Malanjkhand.
An employee on his retirement is presented with a Copper Plateand a group photograph with his colleagues while biddingfarewell to the retiring employee.
ACKNOWLEDGEMENT
Information is power. On this premise, the thought of developingan HR Policy Guide Book was conceived.This handbook is however, illustrative and does not intend toreplace or substitute the basic detailed policy documents on thevarious areas covered in the guide book. For details, the employeesmay refer to the HRM Manual and policy Circulars on the relevantsubjects or consult HR Department.Though long overdue, this HR Handbook would be of tremendousutility in the ease and clarity with which our employees can haveaccess to the salient points of almost all HR rules or policies.My sincere gratitude to Shri D. Satapathy, our Director (Personnel)for his constant guidance and support to us in this endeavour.I would also like to thank Shri P K Sinha, General Manager, KCC,Shri D N Verma, DGM(H&A), ICC, Shri B P Bhattacharya,DGM(HR), Head Office, Shri J P Soni, DGM(H&A), MCP, ShriKamlesh Soni, AGM(HR), Head Office, Shri S K Bose,AGM(OD&IE), Head Office and Shri K Rajasekharan, Sr. Manager(HR), TCP – who have all made valuable suggestions on the draftof this HR Policy guide book.Compiling a summary of HR policies and rules of the companyis an onerous task. In this connection, my appreciation goes toShri Abhijit Ghosh, Sr. Manager (HR), Head Office for his effortsin the compilation of the HR guide book and giving it a finalshape.Appreciation are also for Shri J M Mishra, Asstt Manager (Sectt.-OL), Head Office and Shri V P Pandey, Asstt Manager (OL),Head Office for their involvement in the translation of the text inHindi.Though this is the first endeavour of its kind in the Company,I hope that this handbook would be of immense use to all ouremployees. I would seek valued suggestions from our employeeswhich will be useful inputs to us for further improving on thefuture editions of this Handbook.
(P S Bhattacharjee)General Manager (H&A)
